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Home My WebLink About#11 - 2018 Seal Coat Project - Copy STAFF REPORT DATE: May 15, 2018 CONSENT ITEM #: 11 AGENDA ITEM: 2018 Seal Coat Project – Accept Bids and Award Contract SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Kristina Handt, City Administrator Rob Weldon, Public Works Director Amanda Groh, Project Engineer ISSUE BEFORE COUNCIL: Should the City Council accept bids and award a contract for the 2018 Seal Coat Project? PROPOSAL DETAILS/ANALYSIS: Bids were received, publicly opened, and read aloud at City Hall on Thursday, May 3, 2018. FOCUS Engineering, Inc. has prepared and attached the Tabulation of Bids and a Letter of Recommendation for the award of the contract. The City received three (3) bids for this project, with Pearson Bros, Inc. providing the lowest bid. Staff is recommending that Pearson Bros, Inc. be awarded the contract in the amount of $147,103.06, which includes the amount of $54,480.46 for the City of Lake Elmo, the amount of $54,507.60 for West Lakeland Township, and the amount of $38,115.00 for Denmark Township. The project will be completed jointly with West Lakeland Township and Denmark Township with each Township reimbursing Lake Elmo their portion of the construction cost in the bid award amount of $92,622.60 (63%). Each Township will also pay Lake Elmo $3,000 for engineering and administration fees once the Lake Elmo City Council accepts the bids and awards the construction contract. Construction observation services will be contracted directly by each jurisdiction for the work performed on their streets. FISCAL IMPACT: $54,480.46. The post-bid construction estimate for Lake Elmo is $54,480.46 (37%). The total engineering design, bidding and construction services is estimated to be $8,500 less $6,000 to be reimbursed by West Lakeland Township and Denmark Township. The Lake Elmo total post-bid project cost is therefore estimated to be $56,980.46 to be paid through the General Fund (Fund No. 101-430-3120-42250). RECOMMENDATION: Staff is recommending that the City Council approve, as part of the consent agenda, Resolution No. 2018-048 accepting the bids and awarding a Contract to Pearson Bros, Inc. If removed from consent agenda, the recommended motion for this action is as follows: “Move to approve Resolution No. 2018-048 Accepting the Bids and Awarding a Contract to Pearson Bros, Inc. in the Bid amount of $147,103.06 for the 2018 Seal Coat Project; which includes $54,480.46 for the City of Lake Elmo, $54,507.60 for West Lakeland Township, and $38,115.00 for Denmark Township.” ATTACHMENTS: 1. Resolution No. 2018-048 Accepting Bids and Awarding Contract. 2. Engineer’s Letter of Award Recommendation and Tabulation of Bids. 3. Project Schedule. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2018-048 A RESOLUTION ACCEPTING THE BIDS AND AWARDING A CONTRACT FOR THE 2018 SEAL COAT PROJECT WHEREAS, pursuant to an advertisement for bids for the 2018 Seal Coat Project, bids were received, opened, and tabulated according to law, and bids were received complying with the advertisement; and WHEREAS, bids were tabulated, checked and summarized to verify that all requirements of the submittals were met; and WHEREAS, the project engineer reviewed the bids and has provided a letter recommending the award of the contract to the lowest responsible bidder, Pearson Bros, Inc. in the amount of $147,103.06. NOW, THEREFORE, IT IS HEREBY RESOLVED, 1. That the Mayor and City Clerk are hereby authorized and directed to enter into a Contract in the accordance with the above ordered Project, in the amount of the Contractor’s lowest responsible bid, and according to the plans and specifications thereof approved by the City Council. 2. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next two lowest bidders shall be retained until a contract has been signed. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE FIFTEENTH DAY OF MAY 2018. CITY OF LAKE ELMO By: __________________________ Mike Pearson Mayor (Seal) ATTEST: ________________________________ Julie Johnson City Clerk May 3, 2018 Jack Griffin, P.E. City Engineer City of Lake Elmo 3880 Laverne Avenue North, Suite 100 Lake Elmo, Minnesota 55042 2018 Seal Coat Project City of Lake Elmo, Minnesota Project No. 2018.109 Dear Mr. Griffin, Attached is a complete tabulation of Bids for the 2018 Seal Coat Project. Bids were received at City Hall at 3:00 PM on Thursday, May 3, 2018. Contractor Base Bid Allied Blacktop Company City of Lake Elmo $55,857.20 Denmark Township $39,501.00 West Lakeland Township $57,535.80 TOTAL: $152,894.00 Astech Corporation City of Lake Elmo $70,297.70 Denmark Township $50,935.50 West Lakeland Township $74,190.90 TOTAL: $195,424.10 Pearson Bros, Inc. City of Lake Elmo $54,480.46 Denmark Township $38,115.00 West Lakeland Township $54,507.60 TOTAL: $147,103.06 We recommend that you award the Contract to the lowest responsible bidder for the Project to Pearson Bros, Inc. in the total amount of $147,103.06. This includes the amount of $54,480.46 for the City of Lake Elmo, the amount of $38,115.00 for West Lakeland Township, and the amount of $54,507.60 for Denmark Township. Please contact me with any questions you may have. Sincerely, Amanda E Groh, P.E. Project Engineer FOCUS ENGINEERING, inc. Cara Geheren, P.E. 651.300.4261 Jack Griffin, P.E. 651.300.4264 Ryan Stempski, P.E. 651.300.4267 Chad Isakson, P.E. 651.300.4283 TABULATION OF BIDS 2018 SEAL COAT PROJECT CITY OF LAKE ELMO, WEST LAKELAND TWP & DENMARK TWP PROJECT NO. 2018.109 BIDS OPENED: MAY 3, 2018, AT 3:00 PM ITEM UNIT TOTAL UNIT TOTAL UNIT TOTAL NO.DESCRIPTION QUANTITY UNIT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT CITY OF LAKE ELMO 1 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK AND CRS-2P EMULSIFIED ASPHALT 43,310 SY 1.14$ 49,373.40$ 1.47$ 63,665.70$ 1.09$ 47,207.90$ 2 4" DOUBLE SOLID YELLOW PAVEMENT MARKING 3,070 LF 0.90$ 2,763.00$ 1.00$ 3,070.00$ 1.00$ 3,070.00$ 3 4" SINGLE SOLID LINE WHITE PAVEMENT MARKING 6,824 LF 0.45$ 3,070.80$ 0.50$ 3,412.00$ 0.44$ 3,002.56$ 4 HANDICAP PAVEMENT MARKING 2 EA 325.00$ 650.00$ 75.00$ 150.00$ 600.00$ 1,200.00$ 55,857.20$ 70,297.70$ 54,480.46$ DENMARK TOWNSHIP 5 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK AND CRS-2P EMULSIFIED ASPHALT 34,650 SY 1.14$ 39,501.00$ 1.47$ 50,935.50$ 1.10$ 38,115.00$ CITY OF WEST LAKELAND 6 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK AND CRS-2P EMULSIFIED ASPHALT 50,470 SY 1.14$ 57,535.80$ 1.47$ 74,190.90$ 1.08$ 54,507.60$ TOTAL 152,894.00$ 195,424.10$ 147,103.06$ Pearson Bros, Inc.Allied Blacktop Company Astech Corporation PROJECT SCHEDULE CITY OF LAKE ELMO 2018 SEAL COAT PROJECT PROJECT NO. 2018.109 FOCUS ENGINEERING, inc. Cara Geheren, P.E. 651.300.4261 Jack Griffin, P.E. 651.300.4264 Ryan Stempski, P.E. 651.300.4267 Chad Isakson, P.E. 651.300.4283 APRIL 5, 2018 Placement of Advertisement for Bids. –Oakdale-Lake Elmo Review. Publication on April 11 – Quest CDN. Publication on April 11 MAY 3, 2018 Receive Contractor bids. MAY 15, 2018 Council accepts bids and awards Contract. Approve JSA with WLT JUNE 13, 2018 Conduct Pre-construction meeting and Issue Notice to Proceed. JUNE 14, 2018 Contractor begins Work. AUGUST 17, 2018 Substantial Completion of Work; including sweeping of excess aggregate and pavement markings. SEPTEMBER 14, 2018 Final Completion of Work; including punchlist and final documentation.